Team access
Give each person only the access they need
Roles exist so a student’s conversation is seen by the people who can help, and not by everyone with a login. Invite the least access that lets someone do their work well.
- Where to go
- Users → Organization members
- Who can do this
- Admins invite, change roles, and remove members; members can view the list
Owner, Admin, Counsellor and Viewer roles
An Owner looks after billing, the subscription, and who holds a privileged role, and can use every institute feature. An Admin looks after bots, training, the institute profile, admissions, and Counsellor or Viewer memberships.
A Counsellor works with leads, follow-ups, and live conversations. A Viewer can read the operational record without changing it. Access is for the whole institute. Limiting someone to a branch is outside this release.
Only an Owner can add or change an Owner or an Admin. You cannot change your own role here, and the institute must keep an Owner. People who were Admins were moved to Owner. People who were Editors were moved to Counsellor.
Every bot is an admissions assistant. A website key’s purpose is separate from a person’s role. One does not stand in for the other.
Invite a teammate
- 1
Check available seats
An Owner can look at the subscription. People already in, and eligible invitations still waiting, both use a seat.
- 2
Choose Invite user
Enter their name and email, then choose the least access that lets them help. Admins can invite Counsellors and Viewers. Owners can assign all four roles.
- 3
Send the invitation
A membership is created and a sign-in link is emailed. If they are already a member, change the role on their row. Sending another invite will not overwrite it.
- 4
Have the recipient sign in
The emailed link works once, for 15 minutes. Someone who already has an account can also use their usual sign-in.
- 5
Verify the workspace
Before they open a student’s record, check the institute name and the role on screen.
Two invitation paths, two time limits
Organization members emails a sign-in link that works once, for 15 minutes, and creates the membership in that flow. If the email does not arrive, the membership may still exist. Look at the member list before you try again.
Onboarding can show invitations waiting for the email you signed in with. Those stay available for 14 days. An invitation that has not been accepted still counts toward seats.
Do not tell a teammate there is a revoke button if you cannot see one. If a reserved seat cannot be cleared from the member list, ask an admin or support to look at it with you.
Change access and remove a member
- An admin can change another member’s role from the list. The person receives an email about the change. The controls you see follow the roles this release uses: Owner, Admin, Counsellor, and Viewer.
- You cannot change your own role or remove yourself here.
- The last Owner cannot be demoted or removed. Put another Owner in place before you hand the responsibility on.
- Removing someone ends their membership in this organization. It does not delete their login, or their place in another organization.
- If they have no organization left, they may land back on onboarding.
When an invitation does not work
| Symptom | Next step |
|---|---|
| Seat limit reached | Check current members and pending onboarding invitations. Remove unneeded membership through an admin or choose sufficient plan capacity. |
| Link expired or already used | Use normal sign-in with the invited email if membership already exists, or ask the admin for a fresh invitation link. |
| Wrong organization after login | Check the organization selector; a shared login can belong to several workspaces. |
| No invite email | Check the exact address, spam folder, and member list. Ask the administrator to verify delivery rather than creating a second account unnecessarily. |